Administrative Assistant(Bilingual)

Job Title: Administrative Assistant

Reports to: Lead Administrative Assistant

Position Type: Full-Time

Department: OMHC Department

Location: In person; Hyattsville, Maryland

Salary: $45,000 annually

Position Summary:

The Administrative Assistant provides essential administrative and operational support to the Outpatient Mental Health Clinic (OMHC) and Psychiatric Rehabilitation Program (PRP) teams, ensuring efficient daily operations and effective coordination of administrative activities. This role is responsible for managing schedules, maintaining accurate records, coordinating appointments, responding to inquiries, preparing documentation, and supporting communication between clinical staff, clients, and other stakeholders. The Administrative Assistant works collaboratively with the OMHC team to streamline workflows, maintain confidentiality of sensitive information, and ensure compliance with organizational policies and applicable regulatory requirements. This position plays a key role in supporting a well-organized, professional, and client-centered environment that enables clinical staff to focus on delivering quality mental health services.

Core Responsibilities:

Psychiatric Rehabilitation Program (PRP)

Client Onboarding & Profile Management:

• Create and maintain official client profiles for external clients in Credible.

Outreach & Client Follow-Up:

• Perform scheduled PRP outreach calls every Monday, Wednesday, and Friday.
• Conduct 3-month follow-up discharge (DC) calls to monitor client status and outcomes.

Reauthorizations & Compliance Audits:

• Extract monthly reports from Credible detailing expiring reauthorizations.
• Send PRP Reauthorization checklist requests to clinicians via email.
• Submit monthly PRP reauthorizations.
• Audit current-month reauthorization submissions to ensure complete coverage and prevent lapsed authorization.

Interdepartmental Coordination & Payer Updates:

• Email Individual Rehabilitation Plan (IRP) priority requests to Direct Care Staff (DCS).
• Send Daily Living Activities 20 (DLA-20) assessment requests to DCS via email.
• Update approved authorizations and payer information in Credible upon authorization receipt.

Outpatient Mental Health Clinic (OMHC)

Psychiatric Appointment Scheduling & Intake Management:

• Schedule client psychiatric appointments over the phone and respond to clinician email requests for scheduling.
• Coordinate email communications with psychiatric staff based on specific client needs.
• Schedule intake appointments for all clients as appropriate and update the OMHC Intake Spreadsheet regularly.
• Manage scheduling for one of the clinic's Psychiatrists.

Insurance Verification:

• Verify client insurance monthly using the Electronic Verification System (EVS).

Documentation, Referrals & Records Management:

• Create OMHC client profiles and submit referrals through the Carelon portal.
• Mail Individualized Treatment Plans (ITP) and therapy status letters to clients.
• Process and fulfill requests for client medical records securely and promptly.

Administrative & Quality Assurance (QA):

• Monitor and manage incoming communications across the main Administrative and Information email accounts.
• Manage incoming administrative calls (including waitlist and transfer inquiries) and log caller details in the QA Data Collection Spreadsheet.
• Other duties as assigned

Required Qualifications:

Education & Experience:

• High School Diploma or GED is required.
• Minimal (1) one year of front desk, office, clerical, administrative experience.
• Experience in an outpatient, private practice, community-based, school-based, or Medicaid-funded behavioral-health setting preferred.
• Bilingual fluency in English and Spanish (Required)
• Strong communication skills
• Ability to pass a background check
• Computer skills (Experience with Credible or an EHR preferred)
• CPR Certification
• Strong multitasking, organizational, and teamwork abilities